Administrative Coordinator

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.
 

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.
 

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description
 

As an Administrative Coordinator, supporting VP, HIV Treatment and Executive Director, ISL/LEN for the newly build team. You will also coordinate other administrative staff across HIV Treatment team to ensure seamless communication and efficient workflow.

The successful candidate will be experienced and comfortable operating in a dynamic environment and dealing with a wide range of stakeholders. An established track record of working independently and thrive in a fast-moving work environment.

Key Responsibilities:

• Manage the VP and ED’s calendar(s) and daily agenda, proactively addressing agenda conflicts and ensuring the technical feasibility of key meetings (time zones, meeting rooms, technology, time buffers).  

• Process expenses for VP & ED on a timely monthly basis.

• Support the leadership and marketing teams with meeting logistics, offsite meetings, and department engagement as needed.

• Manage VP and ED’s travel and forward-looking management of multiple complex diaries.

• Pro-active update and communication with team members.

• Align own activities to department goals, understand the team’s G&Os, and derive implications for own remit.

• Manage org charts, distribution lists, and contacts lists for the overall organization. Identify and add new internal and external contact details to communicate effectively and avoid inefficiencies.

• Manage a shared filing system and communicate timely with relevant colleagues. Develop a well-structured and up-to-date shared drive system and access rights according to the governance structure.

• Managed meeting logistics, including F2F and virtual meetings, and arranged meeting rooms/venues/remote setups, functional town halls. Organized and ensured delivery of technical equipment, hospitality, and other resources. Communicated promptly with participants, including reliably presenting relevant details in Outlook.

• Manage meetings’ content preparation & follow-up with foresight track, build meeting agendas, and communicate with participants.

• Ensure smooth onboarding of new team members including seat planning, and day-to-day management of team (e.g. birthdays, anniversaries, company event awareness etc.).

• May manage or participate in ad-hoc projects.

• Attend on-going training for Gilead systems and processes, guide team through right process depending on need (SPARC ticket, IT assistance…)

Basic Qualifications:

• High School and Three Years' Experience OR

• Associate degree and Two Years' Experience OR

• Bachelor's Degree

Knowledge, Experience & Skills:

• Admin role to support VP and ED(s) simultaneously

• Proficiency in Microsoft Office (Excel, Word, PowerPoint, and MS Teams).

• Fluency in English, both oral and written.

• Strong attention to detail in day-to-day tasks.

• Ability to handle confidential information with integrity and discretion.

• Demonstrated leadership and collaboration skills within the team.

• Proactive approach, comfort with responding to changing priorities.

• Excellent verbal, written, and interpersonal skills are required. Ability to work with others are a must.

• Ability to work independently with minimal supervision.

• Excellent time management and organizational abilities.

• Strong interpersonal and communication skills, both internally and externally.

 

The salary range for this position is: $109,650.00 - $141,900.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.

For additional benefits information, visit:

https://www.gilead.com/careers/compensation-benefits-and-wellbeing

* Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

For jobs in the United States:

Gilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment, and is dedicated to fostering an inclusive work environment comprised of diverse perspectives, backgrounds, and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, sex, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact ApplicantAccommodations@gilead.com for assistance.

For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.

NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT
YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT

Gilead Sciences will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, (c) consistent with the  legal duty to furnish information; or (d) otherwise protected by law.
 

Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.